AI & Data Use Policy

1. Who Does What

Service delivery: All recruitment services in Japan are delivered by Aspiring Partners K.K., a licensed entity operating under the Japanese Employment Security Act.

Technology: The recruitment platform and AI systems we use are licensed from a specialist provider and operated under our instruction. That provider processes data on our behalf under contract and may not use it for any other purpose.

2. Global Infrastructure and Data Residency

Enterprise ecosystem: Our internal operations utilize Google Workspace Business, which adheres to rigorous global security standards including SOC 2/3, ISO/IEC 27001, and HIPAA compliance. This ensures all internal communications and documents are protected by Google’s leading encryption and threat detection protocols.

Regional data sovereignty: The platform we use is hosted on Google Cloud Platform (GCP). We enforce strict data residency protocols to ensure information remains within the candidate’s local jurisdiction.

Private AI instances: We use Large Language Models (LLMs) exclusively through private, enterprise-tier API instances. Data is never leaked to public training pools or consumer-facing AI interfaces.

3. Our Approach to AI: Human-in-the-Loop

Artificial intelligence is used as a subordinate research and efficiency tool. AI does not replace professional judgement.

Final authority: All candidate recommendations, hiring advice, and high-stakes decisions impacting employment or candidate selection remain exclusively human-led and partner-verified.

4. Controlled Model Use and Guardrails

• Task-specific use: AI tools are deployed for defined tasks (e.g., parsing, mapping) with minimized data exposure.
• Restricted access: Autonomous AI agents are not granted unrestricted access to sensitive datasets.
• Data minimization: Private information is exposed to AI only when necessary for specific service delivery (e.g., technical skill benchmarking).

5. Prohibited Uses and Restrictions

To protect the integrity of our data, the following are strictly prohibited:

• No model training: We do not permit third-party AI providers to train models on private client or candidate data.
• No unauthorized export: Exporting data into consumer-grade, non-enterprise AI tools is forbidden.
• No automated decisions: AI is never the sole basis for employment or hire / no-hire decisions.

6. Partner AI Governance

Where information is shared with trusted and contracted partner companies, partners must maintain data standards as stringent as our own. Partners are strictly prohibited from using shared data to train internal or third-party AI models.

7. Regulatory Compliance

All AI-related processing is conducted in accordance with the Japan Act on the Protection of Personal Information (APPI) and the privacy law applicable in the jurisdiction of the individual concerned. AI usage does not diminish or alter our existing privacy obligations.

8. Contact